Orange Hrm free essay sample

User Manual OrangeHRM 2. 5 Document Version 1. 1 OrangeHRM 2. 5 – User Manual Table of Contents 1. 0 Audience 2. 0 Foreword 3. 0 Login Information 3. 1 Starting the AMP Stack 3. 2 Logging In 3. 3 Changing Your Password 3. 4 Logging Out 1 2 5 5 6 7 7 4. 0 Admin Module 4. 1 Company Info 4. 1. 1 General 4. 1. 1 Locations 4. 1. 3 Company Structure 4. 1. 4 Company Property 8 10 10 11 12 14 4. 2 Job 4. 2. 1 Job Specifications 4. 2. 2 Pay Grades 4. 2. 3 Employment Status 4. 2. 4 EEO Job Categories 15 15 16 18 19 4. 3 Qualification 4. 3. 1 Education 4. 3. 2 Licenses 20 20 21 4. 4 Skills 4. 4. Skills 4. 4. 2 Languages 22 22 23 4. 5 Memberships 24 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. OrangeHRM 2. 5 – User Manual 4. 5. 1 Membership Types 4. 5. 2 Memberships 24 25 4. 6 Nationality and Race 4. 6. 1 Nationality assignment helper 4. 6. 2 Ethnic Races 26 26 27 4. 7 Users 4. 7. 1 HR Admin Users 4. 7. 2 ESS Users 4. 7. 3 Admin User Groups 28 28 29 30 4. 8 Email Notif ications 4. 8. 1 Configuration 4. 8. 2 Subscribe 33 33 34 4. 9 Project Info 4. 9. 1 Customers 4. 9. 2 Projects 35 35 36 4. 10 Data Import / Export 4. 10. 1 Define Custom Export 4. 10. 2 Export 4. 10. 3 Define Custom Import 4. 0. 4 Import 39 39 41 42 43 4. 11 Custom Fields 44 5. 0 PIM Module 5. 1 Employee List 5. 2 Add Employee 5. 2. 1 Personal Details 5. 2. 2 Contact Details 5. 2. 3 Emergency Contacts 5. 2. 4 Dependants 5. 2. 5 Immigration 46 46 47 48 49 50 51 52 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. OrangeHRM 2. 5 – User Manual 5. 2. 6 Photograph 5. 2. 7 Job 5. 2. 8 Salary 5. 2. 9 Tax Exemptions 5. 2. 10 Direct Deposit 5. 2. 11 Report-To 5. 2. 12 Work Experience 5. 2. 13 Education 5. 2. 14 Skills 5. 2. 12 Languages 5. 2. 16 License 5. 2. 17 Memberships 5. 2. 18 Attachments 5. 2. 9 Custom 53 53 54 55 56 57 58 59 60 61 62 63 64 64 6. 0 Leave Module 6. 1 Leave Summary 6. 1. 1 Employee Leave Summary 6. 1. 2 Personal Leave Summary 65 66 66 67 6. 2 Define Days Off 6. 2. 1 Weekends 6. 2. 2 Specific Holidays 67 67 68 6. 3 Define Leave Types 69 6. 4 Assign Leave 6. 5 Apply 6. 6 Leave List 6. 7 My Leave 70 71 71 73 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. OrangeHRM 2. 5 – User Manual 7. 0 Leave Module 7. 1 Timesheets 7. 1. 1 Entering and Submitting Timesheets 7. 1. 2 Approving Employee Timesheets 7. 1. 3 Print Timesheets 74 75 75 76 78 7. 2 Attendance 7. 2. 1 Configuration 7. . 2 Punch In / Out 7. 2. 3 Employee Reports 7. 2. 4 My Reports 79 79 80 80 81 7. 3 Employee Reports 7. 4 Project Reports 7. 5 Work Shifts 81 82 83 8. 0 Benefits Module 8. 1 Health Savings Plan 8. 1. 1 Define HSP 8. 1. 2 Request HSP 8. 1. 3 Employee HSP Summary 8. 1. 4 HSP Payments Due 8. 1. 5 HSP Expenditures 8. 1. 6 HSP Used 8. 1. 7 Personal HSP Summary 85 85 85 86 87 87 88 89 89 8. 2 Payroll Schedule 8. 2. 1 View Payroll Schedule 8. 2. 2 Add Pay Period 90 90 91 9. 0 Recruitment Module 9. 1 Job Vacancies 92 92 Copyright  © 2009 Oran geHRM Inc. All Rights Reserved. OrangeHRM 2. 5 – User Manual 9. Apply for a Vacancy 9. 3 Applicants 9. 3. 1 Reject 9. 3. 2 Schedule an Interview 9. 3. 3 Offer Job 9. 3. 4 Mark Offer Declined 9. 3. 5 Seek Approval 9. 3. 6 Event History Details 93 94 95 96 97 98 99 100 10. 0 ESS 101 11. 0 Reports Module 11. 1 Define Reports 11. 2 View Reports 103 103 105 12. 0 Bug Tracker 13. 0 Help 13. 1 Help Contents 106 107 107 13. 2 Support 107 13. 3 Forum 107 13. 4 Blog 107 14. 0 Contact OrangeHRM 108 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 1 OrangeHRM 2. 5 – User Guide 1. 0 Audience This document is intended as a complete guide for using OrangeHRM 2. 5. This document is specially designed for non-specialists; specialists may find the document a useful point of reference. By reading this guide, you will learn how to use OrangeHRM through the elements of the graphical user interface and whats behind some of the advanced features that are not always obvious at first sight. It will hopefully guide you around some common problems that frequently appear for users of OrangeHRM. This document is an effort by the OrangeHRM team to improve the usability of OrangeHRM. We hope that you find it useful, and look forward to your comments. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 2 OrangeHRM 2. 5 – User Guide 2. 0 Foreword The next generation HR system OrangeHRM will change the way your company managed a vital asset of your company. Since 2006 Orange HRM has been researching and working on a way to produce a cost effective system to re-engineer your HR process. As a result of your contributions, support and our hard work, we are proud to bring you our latest release 2. 5. With an improved and highly user friendly interface this new version is backed by many more new features. The module based architecture has been a key user-friendly feature. The modules are as follows. Admin Module The Admin Module provides you with full control of all settings that affect the action of your OrangeHRM implementation. Through the Admin Module, you can: †¢ †¢ †¢ †¢ †¢ Define the company hierarchy, pay grades, projects, memberships, qualifications etc. Add other administrators, and set access levels for each user Handling security issues Data importing and exporting Adding custom fields The Admin Module is the backbone of the system and setting it up accurately is important for smooth operation. PIM – Personal Information Module This module maintains all relevant employee related information. All information about an employee can be entered here. Information captured in this module is utilized by all other modules, thus eliminating data redundancy. The PIM Module will be available to the admin with full control and supervisors with restricted access showing his subordinates. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 3 OrangeHRM 2. 5 – User Guide ESS Employee Self Service A module available to general users allowing them to update vital information like contact details, education, skills, licenses etc. Certain fields that are defined by the admin cannot be changed e. . Job and Salary. The functionality of this module spans through the entire system, making information available anywhere, anytime. All information is subject to company defined security policy, where everyone can only view the information he/she is authorized to. Leave Module The Leave Module automates the HR administrative tasks of recording leave and controlling these against leave pol icies defined in the HR system. The module provides flexibility in allowing you to define various types of Leave, including Annual Leave, Sick Leave, Travel leave etc. The Leave Module has the ability to send notifications to covering officers and allows you to record, track leave and view leave history. The web-enabled and self-service concepts significantly streamline all leave related procedures, eliminate paperwork and saves costs. Time Module Business-critical operations require reliable tracking and control in order to maximize profits and reduce operational costs. A time management tool is one of the vital employee work time management features that make the entire difference between successful HR-Management and a weak one. The Time module automates the time tracking process. While allowing the employee to define and submit their timesheets the supervisors can approve/reject or even modify them. The employee will enter the punch in/out time hence allowing attendance monitoring. The Time module has the ability to track time spent on specific projects while project mangers can define projects. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 4 OrangeHRM 2. 5 – User Guide Reports Module Easy to use stand alone reports can be generated to meet your needs. While the number of reports is unlimited definitions can be saved to avoid duplication. Using various logical data combinations you can create reports to suit the purpose. BUG Tracker The Bug Tracker is integrated to report any bug that you come across. This feature will make sure that bugs are brought to our knowledge as soon as possible so that we can fix them promptly. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 5 OrangeHRM 2. 5 – User Guide 3. 0 Login Information 3. 1 Starting the AMP Stack Once your OrangeHRM system is setup you need to make sure the AMP stack (Apache, MySQL and PHP) is activated and running since OrangeHRM requires these server applications to function. To activate the AMP Stack; Go to the root folder where OrangeHRM 2. 5 is installed Look for XAMPP-Control, double click to open Start The Apache and MySQL Servers Click the start button for Apache and MySQL. Once started, it will indicate that they are running as shown on figure 3. 1. 2 Figure 3. 1. 1 Figure 3. 1. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 6 OrangeHRM 2. 5 – User Guide 3. 2 Logging In Open your browser and enter the URL for OrangeHRM e. g. http://localhost/orangehrm Enter the password and username that you provided during the installation. Enter Username and Password Figure 3. 3. 3 Changing Your Password Your password can be changed at anytime. Click on the â€Å"Change Password† link on the top right hand side as shown in the figure. Figure 3. 3. 1 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 7 OrangeHRM 2. 5 – User Guide To change your password: Enter your current password next to â€Å"Old Password† Then enter the new password you intend to use next to â€Å"New Password† Re-enter the new password next to â€Å"Confirm New Password† Figure 3. 3. 2 Once you have logged in you should be able to see the home page or otherwise the welcome screen shown in figure 3. Figure 3. 3. 3 3. 4 Logging Out To log out of the system you can click â€Å"Logout†. Figure 3. 4 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 8 OrangeHRM 2. 5 – User Guide 4. 0 Admin Module The Admin Module, the main point of control for the whole system. All administration tasks such as defining company information, job descriptions, qualifications, skills, memberships, nationality race, users, setting up email notifications, project information, creating custom fields, setting up the Benefits module, and also is the only user with full control over the system. The Admin Module allows you to Import and Export details on the PIM Module; this module also gives you the option of defining user rights. The username and password provided at the installation will be your admin login. Figure 4. 1 Company Info Allows you to enter/store general company info, structure of the organization, locations of sites and property details. Job – Define job tiles, specifications, pay grades, employment status and EEO job categories. Qualification – Define various qualifications and license types. Skills – Define skill sets and languages. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 9 OrangeHRM 2. 5 – User Guide Memberships – Define membership types and memberships. Nationality Race – Define nationalities and ethnic races Users – You can add multiple HR Admins who will control the system, create logins for general users through ESS Users and you can set access levels for the HR Admins by adding admin user groups. Email Notifications – Configure all email notifications. Project Info – Add customers, projects, project administrators and the activities for projects. Data Import/Export – You can import Employee Information into the PIM Module into or csv files. Custom Fields – Define a custom field for a type of information for the PIM Module that you require. The Admin Module is only available to the administrator, an ESS User ESS or ESS Supervisor cannot view the Admin Module unless a new user is created and an employee is assigned to use it. In this case the Admin can give this user full access or choose the privileges the particular user might require. For more information see chapter 4. 7. 3. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 10 OrangeHRM 2. 5 – User Guide 4. 1 Company Info All information about the company, the company structure, location, and ompany property can be defined here. 4. 1. 1 General You can enter the basic details of the company here. To start entering information click â€Å"Edit† and click â€Å"Reset† to reset. Figure 4. 1. 1. 1 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 11 OrangeHRM 2. 5 – User Guide 4. 1. 2 Locations Here you can store all the deta ils of sites, work stations, and branches in your company. Once you select the option from the menu the screen show on figure 4. 1. 2. 1 will appear, to add a detail click â€Å"Add† and the screen on figure 4. 1. 2. 2 will appear. Once you have added click â€Å"Save† and the location will be listed. Figure 4. 1. 2. 1 Once a location is added it will be listed as shown on figure 4. 1. 2. 2. You can enter multiple locations. To view details of a location by click the Location Id, Location name, or City Name. To delete a location click on the check box next to the location id, it is also possible to delete multiple entries at the same time. Once you have selected the entries you wish to delete simply click â€Å"Delete†. Figure 4. 1. 2. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 12 OrangeHRM 2. 5 – User Guide 4. 1. 3 Company Structure This feature as allows defining the hierarchy of the company. By defining departments, divisions and teams you can assign individuals with projects and track the location with ease. Since the parent company is already defined in the company info you will be able to see this once you select the company structure. Please note that you need to define the company name of the parent company before you create the company structure. Figure 4. 1. 3. 1 To add a department to the company structure click on the â€Å"Add† button next to the parent company and the screen shown on figure 4. 1. 3. 2 will appear. Figure 4. 1. 3. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 13 OrangeHRM 2. 5 – User Guide Once you have entered the fields click â€Å"Save† and the following screen shown in figure 4. 1. 3. 3 will appear. Figure 4. 1. 3. 3 To add a sub-division click â€Å"+Add† option next to the relevant department, division or team as shown in figure 4. 1. 3. 4. Figure 4. 1. 3. 4 To delete an entry, you can simply click â€Å"-Delete† next to the relevant department. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 14 OrangeHRM 2. 5 – User Guide 4. 1. 4 Company Property The features allow entering details of company property and assign them to employees. This way you can track either who is in charge or who is using the property. To add properties select â€Å"Company Property†, click â€Å"Add† and the following screen shown on figure 4. 13. 1 will appear. Figure 4. 1. 3. 1 Define the property and click â€Å"Save†, you can then assign an employee from the list of employees on the drop down under â€Å"Employee† and click â€Å"Save† as shown in figure 4. 1. 3. 2. Figure 4. 1. 3. 2 To delete an entry click on the check box next to the particular property and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 15 OrangeHRM 2. 5 – User Guide 4. 2 Job All information with regards to Jobs in the company can be defined. The sub menu consists of the following items: Job Titles Job Specifications Pay Grades Employment Status EEO Job Categories 4. 2. 1 Job Specifications After selecting â€Å"Job Specifications† from the Job menu item click â€Å"Add† and the screen shown in figure 4. 2. 1. 1 will appear. Figure 4. 2. 1. 1 Enter the name, description and duties of the relavant job and click â€Å"Save† and all the specifications added will be listed as shown in figure 4. 2. 1. 2. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple Employment Statuses can be deleted simultaneously. Figure 4. 2. 1. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 16 OrangeHRM 2. 5 – User Guide 4. 2. 2 Pay Grades Here you can define the pay grade by setting a minimum salary, maximum salary, step increase, and the currency to be paid in. Select â€Å"Pay Grades† from the Job menu and click â€Å"Add† and define a name for the pay grade and click â€Å"Save†. Figure 4. 2. 2. 1 Once you click â€Å"Save† you will see the screen shown in 4. 2. 2. 2. You can now define the pay grade by providing the details under â€Å"Assign New Currency†. You can assign multiple currencies here. Figure 4. 2. 2. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 17 OrangeHRM 2. – User Guide Each currency you define will listed as shown on figure 4. 2. 2. 3 Figure 4. 2. 2. 3 You can edit details of a particular currency by clicking on the currency e. g. United States Dollar. All pay grades added will be listed as shown in figure in 4. 2. 2. 4 Figure 4. 2. 2. 4 To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 18 OrangeHRM 2. 5 – User Guide 4. 2. 3 Employment Status Employment Status allows you to define what basis he/she is hired in or if they are terminated. By default you will see 7 types of statuses pre-defined, but you can either enter a new one or edit an existing one except for â€Å"Terminated†. â€Å"Terminated† remains fixed you cannot delete this status. Figure 4. 2. 3. 1 To add a new status click â€Å"Add† and the screen shown in figure 4. 2. 3. 2 will appear. Figure 4. 2. 3. 2 To edit an existing Employment status click on the â€Å"Employee Status ID† or â€Å"Employee Status Name† you wish to edit and click â€Å"Edit†. Once you have made the change click â€Å"Save†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 19 OrangeHRM 2. 5 – User Guide 4. 2. 4 EEO Job Categories Through this feature you can add, delete and edit EEO Job Categories. There are already 8 EEO Job Categories pre-defined. Figure 4. 2. 4. 1 You can enter a new category by simply clicking â€Å"Add† and then defining a â€Å"Title† and click â€Å"Save†. Figure 4. 2. 4. 2 To edit an existing category click on the particular â€Å"EEO Job Category Name† or â€Å"EEO Job Category Id† then click â€Å"Edit† to do the changes and click â€Å"Save† once you are done. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 20 OrangeHRM 2. 5 – User Guide 4. 3 Qualification This feature allows you to define all information with regards to qualifications. You can define educational qualifications and licenses. 4. 3. 1 Education You can define various types of educational qualifications of your choice which can be later used in the PIM Module. To add an entry select â€Å"Education†, click on â€Å"Add† and you will see the screen shown on figure 4. 3. 1. 1. Figure 4. 3. 1. Fill the fields and click â€Å"Save† and you will see the entry as shown in figure 4. 3. 1. 2. Figure 4. 3. 1. 2 You can edit an entry by clicking on the particular â€Å"Education Id, Course or Institute†. To delete an entry click on the check box next to the particular entry and press â€Å"D elete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 21 OrangeHRM 2. 5 – User Guide 4. 3. 2 Licenses You can define various types of licenses of your choice which can be later used in the PIM Module. To add an entry select â€Å"License†, click on â€Å"Add† and you will see the screen shown on figure 4. . 2. 1. Figure 4. 3. 2. 1 Key in a description for the type of license you wish to enter and click â€Å"Save†. You will be then seeing your entry as shown in figure 4. 3. 2. 2. Figure 4. 3. 2. 2 You can edit an entry by clicking on the particular â€Å"License Id, Course or License Description†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 22 OrangeHRM 2. 5 – User Guide 4. 4 Skills This feature allows you to def ine all information with regards to skills and languages. 4. 4. 1 Skills You can define various types of skill sets which can be later used on the PIM Module. To add a skill click â€Å"Add†, you will then see the screen on figure 4. 4. 1. 1. Figure 4. 4. 1. 1 Key in a name and description for the type of skill you wish to enter and click â€Å"Save†. You will be then seeing your entry as shown in figure 4. 4. 1. 2. Figure 4. 4. 1. 2 You can edit an entry by clicking on the particular â€Å"Skill Id or Skill Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 23 OrangeHRM 2. – User Guide 4. 4. 2 Languages Different types of languages that employees in your company speak can be defined here and can be used in The PIM Module later. To add a language select â€Å"Languages† and click on â€Å"Add†, you will then see the screen on figure 4. 4. 2. 1. Figure 4. 4. 2. 1 Fill the name of the language and click â€Å"Save† and you will see the entry as shown in figure 4. 4. 2. 2. Figure 4. 4. 2. 2 You can edit an entry by clicking on the particular â€Å"Language Id or Language Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 24 OrangeHRM 2. 5 – User Guide 4. 5 Memberships All information about membership types and memberships can entered here which can be later used in the PIM Module. 4. 5. 1 Membership Types Various membership types can be defined here. To add a membership type go to â€Å"Membership Types† select â€Å"Add† and the screen shown on figure 4. 5. 1. 1 will appear. Figure 4. 5. 1. 1 Fill the name of the membership and click â€Å"Save† and you will see the entry as shown in figure 4. 5. 1. 2. Figure 4. 5. 1. 2 You can edit an entry by clicking on the particular â€Å"Language Id or Language Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 25 OrangeHRM 2. 5 – User Guide 4. 5. 2 Memberships You can define memberships here. To add a membership click â€Å"Add†, you will see the screen shown in figure 4. 5. 2. 1. Figure 4. 5. 2. 1 Fill the name of the membership and select from one of the membership types which you defined earlier and click â€Å"Save† and you will see the list of memberships as shown on figure 4. 5. 2. 2. Figure 4. 5. 2. 2 You can edit an entry by clicking on the particular â€Å"Membership Id or Membership Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 26 OrangeHRM 2. 5 – User Guide 4. 6 Nationality and Race All information about nationalities and ethnic races can entered here which can me later used in the PIM Module. 4. 6. 1 Nationality Various nationalities can be defined here. To add a nationality go to â€Å"Nationality† select â€Å"Add† and the screen shown on figure 4. 6. 1. 1 will appear. Figure 4. 6. 1. Fill the nationality name and click â€Å"Save† and the nationalities you defined will appear as shown on figure 4. 61. 1. Figure 4. 6. 1. 2 You can edit an entry by clicking on the particular â€Å"Nationality Id or Nationality Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 27 OrangeHRM 2. 5 – User Guide 4. 6. 2 Ethnic Races Different types of ethnic races of the employees can define here. To add a race select â€Å"Ethnic Races† and click on â€Å"Add† you will the see the screen show on figure 4. . 2. 1 Figure 4. 6. 2. 1 Fill the race name and click â€Å"Save† and the names you defined will appear as shown on figure 4. 6. 2. 2. Figure 4. 6. 2. 2 You can edit an entry by clicking on the particular â€Å"Ethnic Race Id or Ethnic Race Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 28 OrangeHRM 2. 5 – User Guide 4. 7 Users Administering of users by creating logins, groups and defining pr ivileges are done through this menu Item. 4. 7. 1 HR Admin Users HR Admin Users feature allows you to create special logins for HR personnel. The Admin can decide into what user group he will fall into. Read chapter 4. 7. 3 on how to define user groups. To create an HR Admin User select â€Å"HR Admin Users† and click on â€Å"Add† you will then see the screen on figure 4. 7. 1. 1. Figure 4. 7. 1. 1 Enter the following to create a user Username Password Confirm Password (Re-enter the password) Status – Enabled or disabled Employee – If the HR Admin user is an existing employee you can select him from here, but the employee needs to be defined in the PIM Module. Admin User Group Depending on the privileges the user needs you can assign him to a user group. Please note that the default user group available will be Admin, assigning this group will give the user full access. Read chapter 4. 7. 3 on how to define user groups. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 29 OrangeHRM 2. 5 – User Guide Once you have defined the fields click â€Å"Save† and the group will be listed as shown on figure 4. 7. 1. 2. Figure 4. 7. 1. 2 You can edit an entry by clicking on the particular â€Å"User Id or User Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. 4. 7. 2 ESS Users Through the ESS Users function you create user accounts for all the employees in your company. In other words here you can create a username and password for the ESS User. This information has to be communicated to user manually. To create a user account select â€Å"ESS User† and click on â€Å"Add† and the screen shown on figure 4. 7. 2. 1 will appear. Figure 4. 7. 2. 1 Enter the following to create a user Username Password Confirm Password (Re-enter the password) Status – Enabled or disabled Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 30 OrangeHRM 2. 5 – User Guide Employee – Select the employee who will be using this username and password. Please note that employee information needs to be defined in the PIM Module before creating user accounts. For more information see chapter 5. 0 In case the ESS User forgets the password the admin can simply type in new or default password for the user by selecting the particular employee from the ESS Users menu and click â€Å"Edit† and type in the new or default password and click â€Å"Save. † The user accounts you create will be listed as shown in figure 4. 7. 2. 2. Figure 4. 7. 2. 2 4. 7. 3 Admin User Groups By defining user groups full or partial access can be given to other HR personnel or employees of your choice. The admin can select what modules and in each module what privileges he/she will have in them. E. g. Read, Write, Delete or Full Control. These groups will be then available for selection on the drop down menus in the HR Admin Users. You can create an Admin User Group by following the steps below: Select â€Å"Admin User Group† and click â€Å"Add† you will then see the screen shown on figure 4. 7. 3. 1. Figure 4. 7. 3. 1 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 31 OrangeHRM 2. 5 – User Guide Enter a name for the user group and click â€Å"Save†, you will then see the screen shown on figure 4. 7. 3. 2. Figure 4. 7. 3. 2 From the drop down box next to module, select the particular module and set the rights by clicking on the check boxes. Add – Will allow you to add information to the particular module. Delete – User can delete information from the particular module. Edit – Will allow the user to edit information previously entered. View – The user will be only able to view information on the particular module. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 32 OrangeHRM 2. 5 – User Guide Once you set rights to a particular module click â€Å"Save† and you will see your entry as shown on figure 4. 7. 3. 3. Figure 4. 7. 3. 3 You can define many groups with various privilege combinations. The groups you create will be listed as shown on figure 4. 7. 3. 4 Figure 4. 7. 3. 4 You can edit an entry by clicking on the particular â€Å"User Group Id or User Group Name†. To delete an entry click on the check box next to the particular group and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 33 OrangeHRM 2. 5 – User Guide 4. 8 Email Notifications This feature allows you to subscribe to receive notifications and to configure the parameters to setup the email so that notifications with regards to the following will be sent to the relavant people which will quicken the communications; Leave applications Leave approvals Leave cancellations Leave rejections Job Applications New employee hire approval requests Tasks sent on hiring of employee Notifications of hiring new employees HSP notifications 4. 8. 1 Configuration Configuration of mail settings is essential to accommodate sending and receiving notifications related to the operations performed within OrangeHRM for example, leave management and time sheet administration). Figure 4. 8. 1. 1 shows the email configuration screen. Figure 4. 8. 1. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 34 OrangeHRM 2. 5 – User Guide Enter the fields accurately and you can check by sending a test mail to an email address of your choice. Click â€Å"Save† when you have entered all the settings and you check the email account if you specified an address to receive the test mail. 4. 8. 2 Subscribe This feature will allow the admin to subscribe to email notifications that will be sent to the employees and supervisors in the system. A copy of the mail will be sent to the email address specified by the Admin. He can also select what copies of notifications he should receive. Figure 4. 8. 2. 1 Click â€Å"Edit† to define the email address and then select the notifications that you wish to receive by clicking on the check boxes. Please note that by default all notifications will be checked. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 35 OrangeHRM 2. 5 – User Guide 4. 9 Project Info Here information regarding projects, project administrator customers and project activities can be defined which can be later used for project anagement activities. 4. 9. 1 Customers You can enter details of your customers that can be used to define projects and project activities. To add a customer select â€Å"Customers† and click â€Å"Add† you will then see the screen shown on figure 4. 9. 1. 1. Figure 4. 9. 1. 1 Enter the details and click â€Å"Save† and the customers will be listed as shown on figure 4. 9. 1. 2 Figure 4. 9. 1. 2 You can edit an entry by clicking on the particular â€Å"Customer Id or Customer Name†. To delete an entry click on the check box next to the particular customer and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 36 OrangeHRM 2. 5 – User Guide 4. 9. 2 Projects The administrators are able to define the projects, which were/are/will be managed by the company. The projects being displayed are shown on the figure 4. 9. 2. 1. To add a project click â€Å"Add† and the screen shown on figure 4. 9. 2. 1 will appear. Figure 4. 9. 2. 1 Once you have defined the project, click â€Å"Save† and the â€Å"Project Administrators† option will appear as shown on figure 4. 9. 2. 2 Figure 4. 9. 2. 2 Click â€Å"Add† to assign employees who will be handling the project. You can also add multiple employees. Enter the name of the employee and click â€Å"Assign† you will then see the list as shown on figure 4. 9. 2. 3. Figure 4. 9. 2. 3 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 37 OrangeHRM 2. 5 – User Guide You can add or delete employees from the project at any point of time you wish. The Project Activities entered will be listed as shown on figure 4. 9. 2. 4. Figure 4. 9. 2. 4 You can edit an entry by clicking on the particular â€Å"Project Id or Project Name†. To delete an entry click on the check box next to the particular project and press â€Å"Delete†. Multiple selections can be deleted simultaneously. 4. 9. Project Activities This section allows managing the activities, associated with the projects, that the company is undertaking. Select â€Å"Project Activities† and the screen shown on figure 4. 9. 3. 1 will appear. Figure 4. 9. 3. 1 To define activities to a project select the particular project from the drop down and then cli ck â€Å"Add† and you will then see a text box where you can define the activities. Figure 4. 9. 3. 2 You can add multiple activities to a project. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 38 OrangeHRM 2. 5 – User Guide Administrator – HRAdmin – can manage the activities for any project of the company. Project Administrator – ESS User assigned as the Project Administrator for one or more projects – can manage the activities only for his projects. The activities you enter will be listed as shown on figure 4. 9. 3. 3. Figure 4. 9. 3. 3 You can edit the activity by clicking on the particular activity and delete activities by clicking on the check boxes. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 39 OrangeHRM 2. 5 – User Guide 4. 10 Data Import / Export This feature allows importing and exporting of data in and out of the PIM module. Rather than feeding employee details one by one you can import details from a csv file or you can export details all of the employees out of the system into a csv file for any other use. 4. 10. 1 Define Custom Export You can define criteria that need to be exported. A custom export is already defined if you are using Millennium Payroll. You can define many export criteria with different combinations which can be used in the â€Å"Export† feature. To define a custom export select â€Å"Define Custom Export† and click â€Å"Add† you will then see the screen shown on figure 4. 10. 1. 1. Figure 4. 10. . 1 Define a Name for the export and select the fields you need to be exported from â€Å"Available Fields† on the right of the screen and click â€Å"Add†. To add multiple fields press â€Å"Control† on your keyboard while selecting. Once you have added those fields they will reflect on the â€Å"Assigned Fields†. To remove fields from the à ¢â‚¬Å"Assigned Fields† select the fields and click â€Å"Remove†. You arrange them in any order by selecting the fields and moving then up or down using the arrows on the right of the screen. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 40 OrangeHRM 2. 5 – User Guide Click â€Å"Save† once you are done and you will see the export criteria you defined as shown on figure 4. 10. 1. 2 Figure 4. 10. 1. 2 Here you can edit the headings of the columns that need to be reflected on the csv. For e. g. you can select the â€Å"Salary† field to reflect as â€Å"Remuneration† or any heading of your choice on the CSV. Click â€Å"Save† again to confirm and then you will see the custom export you defined as shown on figure 4. 10. 1. 3. Figure 4. 10. 1. 3 You can edit an entry by clicking on the particular â€Å"Id or Export Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 41 OrangeHRM 2. 5 – User Guide 4. 10. 2 Export Export allows exporting data from the PIM Module on to a csv file depending on the custom exports that were defined earlier. To export data select a defined export from the drop down and click â€Å"Export†. You will then receive a message asking to save or open your report. See figure 4. 10. 2. 1 and figure 4. 10. 2. 2. Figure 4. 10. 2. 1 Figure 4. 10. 2. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 42 OrangeHRM 2. 5 – User Guide 4. 10. 3 Define Custom Import You can define criteria that need to be imported. You can define many import criteria with different combinations which can be used in the â€Å"Import† feature. To define a custom export select â€Å"Define Custom Import† and click â€Å"Add† you will then see the screen shown on figure 4. 10. 3. 1. Figure 4. 10. 3. 1 Define a Name for the import and select the fields you need to be imported from â€Å"Available Fields† on the right of the screen and click â€Å"Add†. To add multiple fields press â€Å"Control† on your keyboard while selecting. Once you have added those fields they will reflect on the â€Å"Assigned Fields†. To remove fields from the â€Å"Assigned Fields† select the fields and click â€Å"Remove†. You arrange them in any order by selecting the fields and moving then up or down using the arrows on the right of the screen. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 43 OrangeHRM 2. 5 – User Guide Click â€Å"Save† and the custom import you defined will appear as shown on figure 4. 10. 3. 3. Figure 4. 10. 3. 2 You can edit an entry by clicking on the particular â€Å"ID†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. 4. 10. Import Import allows importing data from the CSV’s on to the PIM Module depending on the custom exports that were defined earlier. Make sure the fields defined on the custom import matches those fields on the csv. To Import data select a defined import from the drop down and click â€Å"Browse† to select the csv file that contains the details that need to be important. If your import is successful you will see the screen shown on figure 4. 10. 4. 3 and the employees you added will reflect on the PIM Module. 100% Import Successful Figure 4. 10. 4. 3 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 44 OrangeHRM 2. 5 – User Guide 4. 11 Custom Fields Custom fields can be defined which will reflect in PIM Module to define employees. You can define a custom field if you need to enter any information that is not available on the PIM Module. To add custom fields select â€Å"Custom Fields†, click â€Å"Add† and then you will see the screen shown on figure 4. 11. 1. 1. Figure 4. 11. 1. 1 Enter a â€Å"Field Name† and â€Å"Type† by selecting either information to be a string type or drop down. If you select drop down enter allowed options separated by commas. Click â€Å"Save† and you will see the screen shown on figure 4. 11. 1. with the fields you defined. Figure 4. 11. 1. 2 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 45 OrangeHRM 2. 5 – User Guide You can now see these fields on the PIM Module under â€Å"Custom† as shown in figure 4. 11. 1. 3 and 4. 11. 2. 4. Figure 4. 11. 1. 3 Figure 4. 11. 1. 4 You can edit an entr y by clicking on the particular â€Å"Custom Field Id or Custom Field Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 46 OrangeHRM 2. 5 – User Guide 5. 0 PIM Module This core module maintains all relevant employee related information, including different types of personal information, detailed qualifications and work experience, job related information etc. Information captured in this module is utilized by all other modules, thus eliminating data redundancy. Records can be either entered manually one by one or imported from a csv file. You cannot import all the details but you can edit the remaining fields. Figure 5. 1 5. 1 Employee List Lists all the employees’ entered and imported into the PIM. You can view details of a particular employee by clicking on the employee’s name. Figure 5. 1. 1 shows an example. Figure 5. 1. 1 You can edit an entry by clicking on the particular â€Å"Employee Name†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 47 OrangeHRM 2. 5 – User Guide 5. 2. Add Employee A new employee is added to the system here. Other than importing details this feature allows to add an employee and define a very informative profile. To add an employee simply click on â€Å"Add Employee† under the â€Å"PIM† menu and the ollowing screen shown on figure 5. 2. 1 will be shown. Figure 5. 2. 1 Enter the fields and you can also add a picture of the employee. To add a picture click on â€Å"Browse† and select the picture from the relavant path and click â€Å"Open†. Employee code is generated automatically, but can be changed if required. Please note that the maximum file size of the picture cannot exceed 1 megabyte and the picture should be in . jpg. Click â€Å"Save† when you have finished and you will see the screen shown on figure 5. 2. 2 Figure 5. 2. 2 The menu on the left will show all the possible information that can be entered about an employee. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 48 OrangeHRM 2. 5 – User Guide 5. 2. 1 Personal details Once you have added an employee from the screen shown on figure 5. 2. 1 and save the â€Å"Personal Details† is the default screen you would see with the details you entered about him. You can then edit the other personal information listed below by clicking â€Å"Edit† on the bottom of the screen. You can edit the following; Code – Employee Id/No Last Name First Name Middle Name Nick Name SSN No. – Social Security Number Nationality – Select from a list of pre-defined nationalities SIN No. Social Insurance Number Date of Birth – Select the date by clicking on the calendar icon or enter manually with Year-Month-Date Other Id Marital Status – Select from the drop down Smoker – If the employee is a smoker click on the box Gender – Click on the relavant gender Driver’s License Number License Expiry Da te Military Service Ethnic Race – Select from a list of pre-defined ethnic races Once you completed this form click â€Å"Reset† to RESET the details that were entered last or click â€Å"Save† to save the information. You can also add details later on. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 49 OrangeHRM 2. – User Guide 5. 2. 2 Contact Details Contact information of an employee can be entered from here. You will see the screen shown on figure 5. 2. 2. 1 when you select â€Å"Contact Details†. Figure 5. 2. 2. 1 You can edit the following; Country – Select the country from the drop down Street 1 Street 2 City/Town State/Province – If the country is United Sates you can select from the drop down or you need to enter it manually ZIP Code Home Telephone Mobile Work Telephone Work Email Other Email Once you completed this form click â€Å"Reset† to reset the details that were entered last or click â€Å"Save† to save the information. You can also add details later on. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 50 OrangeHRM 2. 5 – User Guide 5. 2. 3 Emergency Contacts Contact details of an employee which will be needed during an emergency can be entered here. You can enter more than one emergency contact. The screen shown on figure 5. 2. 3. 1 shows a defined contact and the information that has to be entered to create a new one. To create a contact you need to enter; Name Relationship Home Telephone Mobile Work Telephone Enter the details and press save. Saved contacts will be listed as shown on figure 5. 2. 3. . Figure 5. 2. 3. 1 You can edit an entry by clicking on the particular â€Å"Name† of the assigned emergency contacts. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 51 OrangeHRM 2. 5 – User Guide 5. 2. 4 Dependa nts If an employee has any dependants you can enter them here. You will see the screen shown on figure 5. 2. 4. 1 once you select â€Å"Dependants†. Enter the details and press save for each item. Saved items will be listed as shown on figure 5. . 4. 1. Figure 5. 2. 4. 1 You can edit an entry by clicking on the particular â€Å"Name† of the dependant. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 52 OrangeHRM 2. 5 – User Guide 5. 2. 5 Immigration Immigration information can be entered here. Enter the details and click â€Å"Save† for each item. Saved items will be listed as shown on figure 5. 2. 5. 1. Figure 5. 2. 5. 1 You can edit an entry by clicking on â€Å"Passport/Visa†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 53 OrangeHRM 2. 5 – User Guide 5. 2. 6 Photograph A picture of the employee can be added here. Simply click â€Å"Browse† and select the file that you will upload and click â€Å"Save†. Please note that the file size of the insurance should be less than 1 megabyte and the format should be jpg. Figure 5. 2. 6. 1 5. 2. 7 Job Describe an employee’s role in the company by defining the fields shown on the 5. 2. 7. 1. Figure 5. 2. 7. 1 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 54 OrangeHRM 2. 5 – User Guide 5. 2. 8 Salary Information with regards to salary of an employee is entered here. You can select what pay grade he will fall into, his salary details and the pay frequency. Enter the details and click â€Å"Save† for each item. Saved items will be listed as shown on figure 5. 2. 8. 1. Figure 5. 2. 8. 1 You can edit an entry by clicking on the particular â€Å"Currency†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 55 OrangeHRM 2. 5 – User Guide 5. 2. 9 Tax Exemptions If an employee is suppose receive any tax exemptions those details can be defined here. Enter the relavant information and click â€Å"Save†. The tax exemption screen is shown on figure 5. 2. 9. 1. Figure 5. 2. 9. 1 Click â€Å"Edit† to edit make changes. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 56 OrangeHRM 2. 5 – User Guide 5. 2. 10 Direct Deposit If salaries of employees are to be transferred or deposited into accounts, those details can be specified here. Multiple accounts with different amounts can be assigned. Define the details and click â€Å"Save† and your entry will be listed as shown on figure 5. 2. 10. 1. Figure 5. 2. 10. 1 You can edit an entry by clicking on the particular â€Å"Account†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 57 OrangeHRM 2. 5 – User Guide 5. 2. 11 Report-To Here you can define to whom the particular employee will report-to or who his subordinates are. Once this is done the particular supervisor will be able to view the following when he logs in; PIM of the particular employee Leave Summary of his subordinates Leave List of his subordinates Attendance Report of his subordinates Time Sheets of his subordinates You can set an employee to report-to more than one supervisor and a supervisor can have many subordinates who report to him. Once the details are filled in click â€Å"Save† and the entries will be listed as shown on figure 5. 2. 11. 1. Figure 5. 2. 11. 1 You can edit an entry by clicking on the particular supervisors or subordinates â€Å"Id†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 58 OrangeHRM 2. 5 – User Guide 5. 2. 12 Work Experience Previous work experiences of an employee can be entered here. Enter the details and click â€Å"Save† and the details will be listed as shown on figure 5. 2. 12. 1. Figure 5. 2. 12. 1 You can edit an entry by clicking on the particular â€Å"Work Experience ID†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 59 OrangeHRM 2. 5 – User Guide 5. 2. 13 Education Education details of an employee can be entered here. Enter the details and click â€Å"Save† the qualifications will be listed as shown on figure 5. 2. 13. 1. Figure 5. 2. 13. 1 You can edit an entry by clicking on the particular â€Å"Education†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 60 OrangeHRM 2. – User Guide 5. 2. 14 Skills If an employee has any special talents or skills they can be entered here. The entries that you enter will be listed as follows. Figure 5. 2. 14. 1 You can edit an entry by clicking on the particular â€Å"Skill†. To delete an entry click on the check box next to the particular entry and press â€Å" Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 61 OrangeHRM 2. 5 – User Guide 5. 2. 15 Languages Here you can enter the various languages that your employees are competent in with the level of competency. Once you have entered the details click â€Å"Save† and your entry will be listed as shown on figure 5. 2. 15. 1. Figure 5. 2. 15. 1 You can edit an entry by clicking on the particular â€Å"Language†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 62 OrangeHRM 2. 5 – User Guide 5. 2. 16 License Here you can enter the licenses an employee can have. Enter the details and click â€Å"Save† and the entry will be listed as shown on figure 5. 2. 16. 1. Figure 5. 2. 16. 1 You can edit an entry by clicking on the particular â€Å"License†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 63 OrangeHRM 2. 5 – User Guide 5. 2. 17 Memberships If employees are members of any committee, institute etc. those details can be entered here. Define the membership for the employee and click â€Å"Save† you will then see the entry listed as shown on figure 5. 2. 17. 1. Figure 5. 2. 17. 1 You can edit an entry by clicking on the particular â€Å"Membership†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 64 OrangeHRM 2. 5 – User Guide 5. 2. 18 Attachments Supporting documents of a particular employee that might be needed by the management can be attached here. For example you can attach documents like personal profile, certificates or the resume of an employee. Please note that each document can not exceed 1 megabyte, but you can attach more than one document. To attach click â€Å"Browse† select the file and attach it. Your attachments will listed as shown on figure 5. 2. 18. 1. Figure 5. 2. 18. 1 To delete an entry click on the check box next to the particular entry and click â€Å"Delete†. Multiple selections can be deleted simultaneously. 5. 2. 19 Custom Custom features will show the custom fields that you defined in the â€Å"Admin Module†. A custom field can be defined when a particular data type that you need is not available. On figure 5. 2. 19. 1 we have shown the level of access to information through a custom field labeled â€Å"Security Clearance†. Figure 5. 2. 19 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 65 OrangeHRM 2. 5 – User Guide 6. 0 Leave Module A comprehensive leave management module with extensive possibilities of defining leave types, company holidays, applying for and assigning of leave for the employees of the company. It caters for all application and approval processes and is able to display information on leave entitlement, balance, history etc. The functionality of the Leave module differs depending on the rights of the user. The Leave module will be described from the perspective of an administrator, an ESS User who is a supervisor and the normal ESS user. The Admin can: View Leave Summary for each employee and entitle leave days of each available type Define Days off and Specific Holidays Define Leave Types Assign Leave for any employee See Scheduled Leave for any employee See list of Taken Leave for any employee Figure 6. 1 If the admin user is an employee then he will see the ‘Apply’ ‘My Leave’ and ‘Personal Leave Summary’ options along with the rest of the features The ESS User – Supervisor can: View the Personal or Employee (subordinate) Leave Summary View the Leave List Apply Leave Assign Leave for his/her subordinates Approve/Reject Leave for his/her subordinates The ESS User can: View the ‘Personal Leave Summary’ View the detailed leave information Apply for leave Figure 6. 3 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. Figure 6. 2 66 OrangeHRM 2. 5 – User Guide 6. 1 Leave Summary This feature allows you view the summary of the leave and also assign leave quota. The menu will show data depending on the user type. The Admin will see â€Å"Employee Leave Summary† and has full rights. ESS User who is a supervisor will see â€Å"Employee Leave Summary† (subordinates only) and the â€Å"Personal Leave Summary† and has viewing rights only. An ESS User will see â€Å"Personal Leave Summary† and has viewing rights only. 6. 1. 1 Employee Leave Summary To view the leave summary of employees select â€Å"Employee Leave Summary† you will see the screen shown on figure 6. 1. 1. 1. Figure 6. 1. 1. 1 To assign leave quota or view details select the particular â€Å"Year†, a particular employee or all employees, and â€Å"Leave Type† and click â€Å"View† and the screen shown on figure 6. 1. 1. 2 will appear. Figure 6. 1. 1. 2 Please note that only the admin can add leave quota. Click â€Å"Edit† and the â€Å"Leave Entitled (days)† will become editable and you can enter that particular employee’s entitlement. Once you have entered entitlements for each â€Å"Leave Type† click â€Å"Save†. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 67 OrangeHRM 2. 5 – User Guide 6. 1. 2 Personal Leave Summary This feature will be available to ESS Users, ESS Supervisors. This feature shows the leave summary of the particular employee logged in. Figure 6. 1. 2. 1 shows an example. Figure 6. 1. 2. 1 6. 2 Define Days Off By selecting Define Days Off, the Admin can define the days off that will be applicable to the entire company and will be taken into consideration while calculating leave duration. Please note that this feature has to be defined by the Admin on any other user in the Admin User Group. Days off have been classified into: Weekends Specific Holidays 6. 2. 1 Weekends Here you can define the weekends or the days of the week that the company does not operate on. The screen shown on figure 6. 2. 1. 1 is an example. Define the days by selecting an option from the drop down. Click â€Å"Save† once your have defined all the days. Please note that weekends have to be defined before applying or assigning leave. Figure 6. 2. 1. 1 Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 68 OrangeHRM 2. 5 – User Guide 6. 2. 2 Specific Holidays The admin can define â€Å"Specific Holidays†, these holidays will be applicable to the entire company and will be taken into consideration while calculating leave duration. Click â€Å"Add† you will see the screen shown on figure 6. 2. 2. 1. Figure 6. 2. 2. 1 Enter the â€Å"Name of Holiday† and â€Å"Date† it will occur and checking the â€Å"Repeats Annually† will mean that the holiday will occur on the same date in the years to come. Click â€Å"Save† once you have defined a holiday. You will see the list of holidays as shown in figure 6. 2. 2. 2 Figure 6. 2. 2. 2 You can edit an entry by clicking on the particular â€Å"Name of Holiday†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 69 OrangeHRM 2. 5 – User Guide 6. 3 Define Leave Types Through this section the admin and any other user with admin rights will be able to define leave types, which are compatible with the HR policies of the company. Click â€Å"Add† and you will see the screen shown on figure 6. 3. 1. Casual and medical leave are set by default. Figure 6. 3. Enter name of the leave type you wish and click â€Å"Save†. The list of defined leave will be displayed as shown on figure 6. 3. 2. Figure 6. 3. 2 To edit a leave type click on â€Å"Edit† do the changes and click â€Å"Save†. The â€Å"Reset† option will take back to the content which was there after the last †Å"Save†. To delete an entry click on the check box next to the particular entry and press â€Å"Delete†. Multiple selections can be deleted simultaneously. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 70 OrangeHRM 2. 5 – User Guide 6. 4 Assign Leave The Admin and Supervisor have the right to assign leave. The ESS – Supervisor has rights to assign leave to his subordinates and admin to all employees. Figure 6. 4. 2 Select the name of the employee, you can do this by entering the first letter of his name and you will see list of employees with that letter and you can select the relevant employee, then select the leave type, the dates from which he is suppose to be off and you can add a comment if necessary. Click â€Å"Assign† when you are done and the employee and the admin will be notified via email. Copyright  © 2009 OrangeHRM Inc. All Rights Reserved. 71 OrangeHRM 2. 5 – User Guide 6. 5 Apply All users except for the admin unless he is an employee can apply leave from this option. To apply a leave select â€Å"Apply† you will the see the screen shown on figure 6. 5. 1. Figure 6. 5. 1 Select the leave type and the â€Å"From Date† and â€Å"To Date† you require the leave, once you select the dates you will see the â€Å"From Time†, â€Å"To Time† and â€Å"Total Hours†, you can enter the times just enter the number of hours and add a comment on why you need the leave. Once you have filled in the details click â€Å"Apply† and a mail will be sent to the Supervisor and the Admin for approval. The status of your leave application can be seen in â€Å"My Leaves†,